HomeMy WebLinkAbout10. 20-399 SEPTEMBER 22, 2020 20-399 RESOLUTION
(CARRIED 7-0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR
WATER UTILITY RISK AND RESILIENCY ASSESSMENT AND
EMERGENCY RESPONSE PLAN UPDATE / JACOBS
ENGINEERING GROUP, INC. ($75,000.00)
INITIATED BY: DEPARTMENT OF PUBLIC WORKS
BE IT RESOLVED by the Common Council of the City of Oshkosh that the proper
City officials are hereby authorized to enter into and take those steps necessary to
implement an appropriate professional services agreement with Jacobs Engineering
Group, Inc. in the amount of seventy-five thousand dollars. ($75,000.00) for performing a
water utility risk and resiliency assessment and implementing an emergency plan
update.
Money for this purpose is hereby appropriated from:
Acct No. 05411864-6450-08643 Water Treatment Expense/Operating-
Engineering & Consulting Fees
05411866-6450-08665 Water Distribution Expense/Operating-
Engineering & Consulting Fees
C
Cityof
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Steven M. Gohde, Assistant Director of Public Works / Utilities General Manager 901
DATE: September 17, 2020
RE: Approve Professional Services Agreement for Water Utility Risk and Resiliency
Assessment and Emergency Response Plan Update / Jacobs Engineering Group,
Inc. (Jacobs) ($75,000)
BACKGROUND
The America's Water Infrastructure Act (AWIA) was enacted in 2018 and requires community
water systems serving a population of over 3,000 to conduct a Risk and Resiliency Assessment
(RRA) and to develop or update an Emergency Response Plan (ERP). Staff requested a proposal
from Jacobs to conduct an RRA for the Water Utility and to assist the City with updating the
Water Utility's ERP. Jacobs was chosen due to their extensive experience with these types of
services and the City's water distribution system.
ANALYSIS
Engineering Division staff carefully reviewed the scope of services and the proposed cost, and
found that it is in line with the level of effort necessary to complete the project.
FISCAL IMPACT
The proposed fee is not to exceed $75,000. Funding for these services is included in the 2020
Water Utility Operating Budget.
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Resp Plan Update Agreement _9-V-20 doa
RECOMMENDATIONS
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a
specialized nature may be procured without the use of formal, sealed quotes. I have reviewed
this agreement and in accordance with Section 12-16 of the Code, I am hereby recommending the
Common Council approve the award of this agreement.
Approved,
Mark A. Rohloff
City Manager
SMG/tlt
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Resp Plan Update Agreement_9-17-W.do
SCOPE OF SERVICES SEPTEMBER 2, 2020
City of Oshkosh Water Utility Risk and Resiliency Assessment
and Emergency Response Plan Update
Purpose and Background
The purpose of the City of Oshkosh Water Utility Risk and Resiliency Assessment
and Emergency Response Plan Update Project (Project) is to assist the City of
Oshkosh (City) in meeting the requirements of America's Water Infrastructure Act
(AWIA) which was enacted in 2018. AWIA requires community water systems
serving a population of over 3,000 to conduct a Risk and Resiliency Assessment
(RRA) and develop or update an Emergency Response Plan (ERP). The AWIA
replaces the Public Health Security and Bioterrorism Preparedness and Response
Act of 2002 (Public Law 107-188, Title IV — Drinking Water Security and Safety)
that required water systems to conduct a vulnerability assessment (VA) and
develop an ERP.
"Resiliency is the ability
of a community water
system to adapt or
withstand the effects of a
malevolent act or natural
hazard without
interruption to system's
function" - AWIA
Jacobs Engineering Group (Jacobs) will perform an RRA for the City's water utility and assist the City with an
update to the Water Utility ERP to meet the AWIA requirements and enable the City to certify compliance by the
applicable due dates. Because the City's population served is greater than 50,000 and less than 99,999, the City
must certify completion of the RRA to the U.S. Environmental Protection Agency (EPA) by December 31, 2020.
Certification for update of the ERP must be submitted by June 30, 2021.
Jacobs is a leader in water infrastructure engineering, physical security, cyber security, natural hazard analysis, and
master planning. For over 10 years, we have assisted the City's Water Utility with risk -based asset management
planning, Risk Management Prevention (RMP) and Process Safety Management (PSM) Program Plan updates and
audits, and development of operating procedures for hazardous chemical systems. Jacobs will use local team
members familiar with the City's water system, hazards assessments, and emergency procedures to work efficiently
with the City to meet AWIA requirements.
Jacobs will employ the guiding principles of the American Water Works Association (AWWA) Risk and Resilience
Management of Water and Wastewater Systems J100-10 (R13) standard, as recommended by the EPA, to ensure
RRA and ERP compliance with AWIA requirements.
Jacobs will also incorporate in the RRA the AWWA Utility Resilience Index (URI) scoring process which provides an
all -hazards, system -level assessment of resiliency that is used to identify the Utility's tactical capacity to quickly
cope with operational and financial incidents that have the potential to disrupt service.
Task 1—Risk and Resiliency Assessment
The RRA will be like the City's VA and the Water Utility Asset Management Plan Update (AMP), but will address
additional items including the following:
• Risk to the system from malevolent acts — physical sabotage, cyber sabotage, water contamination, theft, and
natural hazards (e.g., tornado/high winds, ice/extreme cold, lightning)
• Resilience of system assets —water intake system, treatment plant, distribution pipes, pump stations, storage
facilities, and computer systems
• Monitoring practices — physical security, supervisory control and data acquisition (SCADA), and system water
quality
• Susceptibility of financial infrastructure to cyber attack
• Use, storage, or handling of chemicals
• Operation and maintenance of the system
Jacobs will develop the RRA with the City by completing the following activities:
• Review the existing VA; City of Oshkosh Emergency Response Plan, Oshkosh Water Utility (Water Utility ERP);
5- and 10-year Capital Improvement Program (CIP); water system standard operating procedures (SOPs);
RMP/PSM Program Plan; AMP; and physical, financial, and cyber-security protocols
• Identify the gaps between the City's existing plans, assessments, and procedures and the RRA requirements
• Meet with City staff to gather information related to specific RRA elements and gaps including the following:
o Natural Hazards — Historical impacts for the Utility's facilities and assets to natural hazards related to
Lightning, flooding, high wind, extreme cold, drought, and other events
o Security Protocols — Strategies and systems to secure facilities, SCADA and telemetry systems, City
communication and business network, and City data
o Supply Chain Impacts — Reliability and potential impacts of the Utility's supply chain including chemicals,
parts, fuel, and power
o Water Quality. Pressure, and Flow Monitoring — Water quality, pressure, and flow monitoring in the system
o Financial Resilience — Resilience of the Utility's financial elements including billing, collection, and
financial contingencies
o Chemical Use, Storage, and Handling — Use, storage, and handling of chemicals at the Utility's facilities
o Operations and Maintenance — Utility water operations and maintenance related to ability to meet
minimum water demands, critical staff resilience, mutual aid, and other considerations
• Characterize the applicable potential threats to the City's water system, based on review of above background
information
• Populate Jacobs' RRA tool with the City's recently -updated AMP asset hierarchy and risk assessment along
with the applicable threats to analyze water system resiliency and quantify vulnerabilities, likelihoods, and
risks
• Meet with the City to confirm analysis (critical assets, threats, vulnerabilities, and likelihood) and discuss
preliminary risk and resiliency scores
• Refine the RRA analysis, including the AWWA URI scoring, with City input and prepare draft RRA, summarizing
Task 1 findings and including risk mitigation and improved resiliency strategies categorized by recommended
new capital improvement projects or emergency response procedures
• Meet with the City to discuss draft RRA and incorporate City review comments in final RRA and assist the City
with submission of RRA certification to EPA by December 31, 2020
Task 1 Meetings
Jacobs will facilitate the following meetings to complete the RRA:
Kickoff Meeting — Present RRA overview and Task 1 work plan; preliminary gap analysis discussion
City Staff Meetings — Small group meetings to gather information relative to specific RRA elements
Preliminary RRA Meeting — Review and confirm analysis inputs with the City; discuss preliminary results
Draft RRA Meeting — Review draft analysis results; draft RRA report
Task 1 Deliverables
Task 1 deliverables include meeting agendas and summaries and the draft and final RRA. Jacobs will provide three
paper copies of the final RRA report, one PDF copy each of the draft and final RRA reports, and the native Word file
of the draft and final RRA reports.
Task 1 Assumptions
• To protect sensitive water utility information, Jacobs will use a secure server site as the central repository for
the City's data and files. Only project team members with a direct project need for the information will have
access to the files.
• The City Emergency Management Coordinator will participate in the RRA to provide input to RRA
recommendations that may impact the Water Utility ERP.
• The RRA will not be fully compliant with AWWA J 100, but will utilize the assessment principles to meet AWIA
requirements.
• Jacobs will provide a general review of cyber and financial security protocols and provide general industry
standard recommendations for improvements.
Task 2—Emergency Response Plan Update
Jacobs will work with the City to incorporate the RRA findings in the Water Utility ERP. Based on preliminary review,
it is anticipated that updates will be made to the following Water Utility ERP sections:
A. General
B. Emergency Operating Procedures
C. Emergency Operating Conditions and Responses
D. Staffing Plans for Emergencies
E. Facility Emergency Coordinators
F. General Plume Calculations
While the Water Utility ERP is in compliance with the National Incident Management System — Incident Command
System (NIMS-ICS), Jacobs proposes to incorporate aspects of NIMS-ICS in the Water Utility ERP to improve
consistency of operations and communication with other NIMS-ICS compliant entities including the City,
Winnebago County, State of Wisconsin, and Federal emergency responders.
It is anticipated that changes to emergency response procedures, crisis communication tools, and emergency
response training will be recommended as part of the RRA. Jacobs will develop new and updated materials with
input from the Water Utility and directly coordinate proposed Water Utility ERP revisions with the City Emergency
Management Coordinator.
Jacobs will assist the City with submission of Water Utility ERP certification to EPA by June 30, 2021.
Task 2 Meetings
Jacobs will facilitate the following meetings to complete the ERP:
Kickoff Meeting — Confirm specific objectives of Water Utility ERP update
City Staff Meetings — Conduct small team collaboration meetings to develop updated Water Utility ERP content
Draft Water Utility ERP Meeting — Review and gather City input on draft updates to Water Utility ERP
Task 2 Deliverables
Task 2 deliverables include meeting agendas and summaries and the draft and final Water Utility ERP. Jacobs will
provide three paper copies of the final Water Utility ERP, one PDF copy each of the draft and final Water Utility
ERP, and the native Word file of the draft and final Water Utility ERP.
Task 2 Assumptions
• The City updated the Water Utility ERP in 2019. Sections of the Water Utility ERP not updated as the result of
the RRA will be updated as desired by the City.
• The City will be responsible for coordinating the updated Water Utility ERP with other City emergency
response plans. If directed by the City, Jacobs will provide an overview presentation of the Water Utility ERP
updates to other emergency response agencies.
Project and Quality Management
Jacobs will manage the delivery of the professional technical services and work products to meet the City's
schedule and budget. Project management duties include project instructions addressing team communication,
quality assurance/quality control (QA/QC) and cost control. Instructions to the project delivery team will guide
performance by defining the following:
• Detailed task assignments, work plan and deliverables
• Project schedule, budget and performance monitoring
Communication within the project team will be maintained through regular team meetings, teleconferences, and
e-mail. During project meetings and workshops, Jacobs will provide project status information. Jacobs will submit
a brief description of project activities by task with each monthly invoice. Jacobs will perform a QA/QC review of
completed work and project progress before submitting work products to the City.
Schedule
This scope of services will be delivered September 2020 through June 2021
Estimated Level of Effort and Compensation
The estimated hours, expenses and fee are provided in Exhibit 1. Compensation will be based on hourly costs for
completed work, plus direct expenses, not to exceed $75,000.
Exhibit 1. RRA and Water Utility ERP Update Estimated Level of Effort and Compensation
City of Oshkosh
AWIA Risk and Resiliency Assessment,
Emergency Respons Plan Update
Task
Senior Total Total
Project Senior Senior Project Staff Project Labor By Hours by Total
Aanager Consultant Technologist Designer Engineer Clerical Accountant Task Task Expense Total by Task
Task I -Risk and Resiliency Assessment
Hours
Hours
Hours
Hours
Hours
Hours
Risk and Resiliency Assessment
35
30
60
32
40
16
$37,800
213
$1,830
$39,630
Task Management & QA/QC
12
10
10
$5,640
32
$5,640
TASK 1 TOTAL
47
40
60
32
40
16
10
$43,440
245
$1,830
$45,270
Task 2- Emergency Response Plan Update
Hours
Hours
Hours
Hours
Hours
Hours
Emergency Response Plan Update
40
35
60
24
$24,570
159
$1,000
$25,570
Task Management & QA/QC
8
8
8
$4,160
24
$4,160
TASK 2 TOTAL
48
8
35
0
60
24
8
$28,730
183
$1,000
$29,730
95
48
95
32
100
40
18
$72,170
428
$2,830
$75,000